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of the American New Church Sunday School Association
amended July 9, 1994
Article 1. Name The name of this organization shall be American New Church Sunday School Association.
Article II. Purpose The purpose of this Association shall be to encourage and assist Sunday schools of the General Convention of the New Jerusalem in the United States of American, Inc. in maintaining effective programs of religious education based on the Word interpreted in the light of the doctrines given for the New Jerusalem by the Lord through Emanuel Swedenborg.
Article III. Membership The members of this Association shall be: A. The elected officers and chairpersons of this Association, and the officers, superintendents and teachers of General Convention Sunday schools; B. Ministers listed as such on the Roll of Ministers of the General Convention;
C. Authorized Candidates and students approved as candidates for ordination by the Committee on Admission to the Ministry of the Council of Ministers; D. Authorized Lay Leaders, listed as such on the Roll of Lay Leaders of the General Convention; E. Other individuals who may from time to time, on their written application, be elected by the Annual Meeting. The written application shall certify that the applicant is a member of the General Convention, and that the applicant subscribes to Article II of this Constitution.
Article IV. Officers Section 1. The officers of this Association shall be a President, a Vice President, a Secretary, and a Treasurer. Section 2. The officers shall be elected at each Annual Meeting of the Association. They shall take office immediately after the meeting at which they are elected, and shall serve until their successors are elected and take office. Section 3. No officer shall serve for more than three (3) consecutive terms except the Treasurer, who shall not serve for more than nine (9) consecutive terms.
Article V. Annual Meeting
Section 1. The Annual Meeting of the Association shall be held during the sessions of the General Convention, on the earliest day that sufficient time can be obtained. Section 2. In the event that insufficient time is made available on the Convention program, the Executive Board shall make suitable arrangements for the conduct of the Association’s business meeting and program. Section 3. The details of the hour and place of the Annual Meeting shall be decided by the President in consultation with the General Convention committee in charge of arrangements; and in the event that advance notice has not been given in the Convention program, the President shall provide that a notice be posted in the General Convention’s registration area.
Article VI. Amendments This constitution may be amended at any Annual Meeting of the Association by a two-thirds vote of the members present and voting, provided that notice of the proposed amendment has been given at the previous Annual Meeting, that it has been considered by the Executive Board, and that notice of the substance thereof has been published in The Messenger in March previous to the meeting at which it is to be voted upon.
BY-LAWS of the American New Church Sunday School Association as amended July 9, 1994
Article I. Duties of Officers Section 1. Duties of the President: 1.1 The President shall preside at all meetings of the Association and of its Executive Board, and shall perform such other duties as may be assigned to him/her in the Constitution, By-Laws, Standing Resolutions, and Standing Recommendations of this Association.
1.2 He/she shall make a written report to the Annual Meeting of the work of the Association during the year just ending, and of such general Sunday school matters as he/she feels are relevant to the work of the Association.
1.3 In November and March he/she shall make a written Progress Report to the Executive Board, which shall include an updated list of officers and committee members with a status report on their work, including a copy of the most recent Statement of Balances received from the Treasurer.
1.4 In the absence of the Secretary at an announced meeting of the Association or of the Executive Board, the President shall appoint a Secretary pro tempore, and shall insure that the Minutes will be written up forthwith following the meeting in accordance with the directions given in Section 3 of this Article; and that such Minutes shall be conveyed to the Secretary of record or to the President as soon as possible following the meeting, and if this is not possible, the President shall meet with the Secretary pro tempore to list matters that should be brought before the Executive Board.
1.5 In the event that the elected Secretary appears likely to be incapacitated for a period of time that would seriously impede the work of the Association, the President shall refer the matter of continuing incapacity of the elected Secretary to the Executive Board for appropriate action.
1.6 The President shall have and make use of the privilege of participating, ex officio, without vote, in the work of all Standing and Special Committees described in Article VI, Sections 2 and 3 of these By-Laws; shall advise each committee of areas in which duplication of effort may occur and/or benefit might be derived from collaboration between committees; and shall advise the Executive Board of any problems arising which in his/her opinion require the attention of the Board.
Section 2. Duties of the Vice President 2.1 The Vice President shall assume the duties of the President in his/her absence from an announced meeting of the Association or of its Executive Board.
2.2 In the event that the President becomes unable to carry out the duties of his/her office in the interim between Annual Meetings, the Vice President shall insure that the duties of the President’s office are carried out.
2.3 He/she shall perform such other duties as are assigned to the Vice President in these By-Laws.
Section 3. Duties of the Secretary 3.1 The Secretary shall take accurate and complete Minutes of all meetings of the Association and of it s Executive Board. The Minutes of the Annual Meeting shall be labeled with the serial number of that meeting. The Minutes of the Executive Board shall list the names of Executive Board members present at the meeting. All Minutes shall bear the date, place, and time of the meeting, shall be numbered for easy reference, shall contain the formal wording of all seconded motions, and shall be signed by the Secretary or Secretary pro tempore who took the Minutes.
3.2 He/she shall insure that the Constitution and the By-Laws have appended to them their adoption, amending and revision history. Each Standing Resolution and Standing Recommendation shall have appended to it the date of its adoption and the number of the Minutes in which its adoption is recorded. A revised Standing Resolution or Standing Recommendation shall be treated as a new entry, and the previous Resolution or Recommendation shall be recorded as discontinued.
3.3 Following the Annual Meeting the Secretary shall provide to the incoming chairperson of the Nominating Committee a list of the officer just elected, giving the number of consecutive years each has currently served in that office; and shall also provide the names of the members of the Nominating Committee with the years in which their terms will expire.
3.4 The Secretary shall take charge of all official reports submitted to the Association and to the Executive Board, shall insure that they have been signed and dated, and that the signed originals of all Minutes and Reports are kept on file.
3.5 He/she shall maintain a file of all Standing Resolutions and Standing Recommendations by date, marking with an appropriate symbol all Standing Resolutions and Standing Recommendations that have been discontinued. A listing of Standing Resolutions and Standing Recommendations currently in effect shall be published whenever the Constitution and By-Laws are published, and shall be included when responding to requests for copies of the Constitution and By-Laws.
3.6 Between Annual Meetings the Secretary shall have charge of the books containing the Record of Attendance at the Annual Meetings of the Association, and shall insure that the current book is available at the Annual Meeting, set up as provided in Article II, Section 1 of these By-Laws. The Record shall be secured in a book or binder which shall be large enough to present all headings readily to view. Its pages shall be secured and numbered to prevent loss or disorder. A copy of Articles II and III of the Constitution and of Article II, Sections 1-3 and Article III, Section 7 of the By-Laws, shall be affixed to the inside cover of the Record.
3.7 In the event that the current Record is not available at the Annual Meeting, the President shall instruct the Committee on Membership to set up sheets with the required columns; and at the conclusion of the Annual Meeting shall convey these sheets to the Secretary for insertion into the appropriate Record book in a secure manner. Such inserted pages shall be appropriately numbered.
3.8 The Secretary shall maintain a List of Elected Members as defined in Article III of the Constitution; shall, following the Annual Meeting, add to the list any newly elected members who have signed the Record of Attendance; and shall insure that the Elected Members are included, as long as a current mailing address is on file, in all mailings to the general membership of the Association.
3.9 He/she shall maintain files of all documents required in Section 3 of this Article as active files for a period of ten (10) years. In September of each year all records dating back more than ten years shall be transferred to the Archives of the Swedenborg School of Religion or, if this facility is not available, to another facility deemed by the Executive Board to be suitable for storage. For this purpose, the Association year shall end with the Reports and Minutes of the Annual Meeting.
3.10 In transferring records for storage, copies of all minutes and of any new version of the Constitution and By-Laws shall be substituted for the original documents, and the originals shall be retained by the Secretary.
3.11 Official copies of the Constitution and By-Laws, of the Minutes of the Annual Meetings, and of the Minutes of meetings of the Executive Board shall be secured in order in binders so labeled, and all binders covering the most recent 20-year period shall be available for reference at the Annual Meeting and at meetings of the Executive Board.
3.12 Destruction of official records shall not be undertaken without the consent of the Annual Meeting. The Secretary shall take reasonable measures to protect all records in his/her care against loss or damage and to insure, when his/her term of office ends, that they are transferred to the incoming Secretary.
3.13 He/she shall issue the call for the Annual Meeting of the Association by means of notice in the May issue of The Messenger or by such other means as may be approved by the Executive Board; and shall notify all members of the Executive Board of the dates and times of the pre-Annual Meeting and post-Annual Meeting sessions of the Board, and of any special meetings of the Board called by the President.
3.14 He/she shall, not later than the first of April, call for the reports of Officers and Committees, with the request that all reports be signed, dated, and in the mail not later than May 15th to allow time for duplication prior to the Annual Meeting. The call for reports shall include the notation that updated written reports, signed and dated, may be presented at the Annual Meeting, if desired, which will then be substituted for the earlier Reports in submitting material for the Journal of the Association, except that no substitution shall be made for the report of the Treasurer as reviewed by the Examiner.
3.15 He/she shall maintain a list of General Convention Sunday schools with the names and addresses of their superintendents and the number of their scholars and teachers. The call for this statistical information shall be issued annually on or about January 15th, with the request that data be compiled as of January of the current year. The data received shall be tabulated, and the resulting Table shall be attached to the Report of the Secretary for inclusion in the Journal of the Association.
Section 4. Duties of the Treasurer 4.1 The Treasurer shall hold all moneys belonging to the Association; shall acknowledge receipt of all grant funds and donations; shall make all authorized expenditures; shall maintain books of account in either book or computerized form, following professional accounting and banking procedures, for the fiscal year as established in Article VIII of these By-Laws; shall make a signed and audited report to the Annual Meeting; and shall perform such other duties as may be assigned to him/her in these By-Laws.
4.2 He/she shall notify the President immediately of any urgency or concern that in his/her opinion requires the attention of the Executive Board.
4.3 In October and in February he/she shall provide to the President a statement of the balances in each Account, and shall make such interim reports as the Executive Board may direct.
4.4 He/she shall maintain files of supporting documents, by fiscal year, for a period of ten (10) years. In September of each year, files dating back more than ten years shall be transferred to the Archives of the Swedenborg School or Religion or, if this facility is not available, to another facility deemed by the Executive Board to be suitable for storage.
4.5 Destruction of official records shall not be undertaking without the consent of the Annual Meeting. The Treasurer shall take reasonable measures to protect all records in his/her care against loss and damage, and to insure that when his/her term of office ends, these records are transferred to the incoming Treasurer.
Article II. Enrollment
Section 1. Committee on Membership 1.1 A Committee on Membership consisting of three (3) persons shall be appointed by the President to complete the Record of Attendance at the Annual Meeting. This Record shall consist of the names of all members present at the meeting, entered according to the categories listed in Article III of the Constitution of the Association and the format prescribed in Article I, Section 3 of these By-Laws, with the Sunday schools they represent if that is their basis for membership. The Record shall also provide for registration of visitors. The signatures of all registrants shall be required to be entered in the Record before their attendance may be counted.
1.2 The Committee shall issue Voting Cards to all voting members so listed in the Record, and shall upon request display the copy of Articles II and III of the Constitution and of Article II, Sections 1-3 and Article III, Section 7 of these By-Laws affixed to the Record of Attendance.
1.3 Applications for individual membership, as provided in Article III E of the Constitution, shall be made in writing on forms approved by the Executive Board which shall provide space for the mailing address of the applicant and for any required certifications. Each application shall be signed and dated by the applicant and shall be delivered by the Committee on Membership to the Secretary at the time of its First Report to the Annual Meeting, as part of its report. Voting upon these applications shall take place forthwith, or at such other time as the Annual Meeting may direct.
1.4 Upon election to membership the number Member(s) shall sign the Record of Attendance before Voting Cards are issued to him/her, and the Committee on Membership shall then issue Voting Cards and make the appropriate changes in the columns and totals in the Record prior to presenting its Final Report to the Annual Meeting.
1.5 It shall be the responsibility of the Elected Member to advise the Secretary of any change in mailing address.
1.6 Material published in official Convention organs such as The Messenger and the Convention Journal shall be considered as conveyed to all members of the Association, whether or not they receive personal copies of these publications; and the cost, if any, of individual copies of such organs shall be borne by the Member.
1.7 The Committee on Membership shall add to and correct he Record of Attendance during the Annual Meeting, and shall be prepared to report the total Voting Members and total Visitors enrolled, at the times indicated in Article III, Section 1 of these By-Laws.
1.8 Upon its discharge following presentation of its final report, it shall return the Record to the Secretary, or in his/her absence, to the President or Vice President of the Association. Section 2. Only Members as provided in Article III of the Constitution shall be entitled to vote, make or second motions, or place names in nomination. Section 3. Persons present at the meeting who are not members of the Association may participate in its discussions. This privilege may be suspended by vote of the Annual Meeting when time for debate is limited, or for cause deemed sufficient by the Annual Meeting.
Article III. Order of Business and Business Procedure
Section 1. The Order of Business shall be as follows:
a. Opening Devotional Service
b. Call to Order
c. Welcome by Presiding Officer
d. Reading of Article III of the Constitution, and of Article III, Sections 2 and 3 of the By-Laws.
e. Reading of Minutes of the Previous Annual Meeting
f. Report of Executive Board
g. Reports of Officers
h. Reports of Standing Committees
i. Reports of Special Committees, if any.
j. First Report of Committee on Membership
k. Voting on Applications for Membership
l. Report of Nominating Committee
m. Nominations from the Floor
n. Unfinished Business
o. New Business
p. Final Report of Committee on Memberships and Closing of the Record
s. Closing Devotional Service Section 2. The above Order of Business shall be reviewed by the Executive Board at its pre-Annual Meeting Section, and approved with such details as the Board may deem appropriate, including scheduling items of business and Committees expected to present reports. The Board shall also establish time at which Nominations may become the Order of the Day, and a time at which Elections may become the Order of the Day. Section 3. The President shall make all arrangements for the two Devotional Services listed in Section 1 of this Article. The Opening Devotional Service shall include a brief reading from the Word appropriate to the work of the Association and the Lord’s Prayer. The Opening Service shall not exceed ten (10) minutes in time unless approval for an extended service has been given by the Executive Board. The Closing Devotional Service shall consist of a closing prayer and a benediction, unless approval for an extended service has been given by the Executive Board. Section 4. Reports 4.1 When any report called for is not ready, its presentation shall be postponed until all other reports have been presented in their order.
4.2 In the event that a scheduled report has not been put into written form but is given orally, the Secretary shall insure that the essential content is recorded in the Minutes, and shall request the presenter to submit a written report as soon as possible.
4.3 No debate shall be allowed on any report until all reports have been presented; but a motion to refer or to adopt a recommendation without debate shall be in order. Section 5. The Order of Business as established in its final form by the Executive Board may be suspended at any time by a two-thirds vote of the Annual Meeting. Section 6. Election shall be by ballot for all contested positions, and by acclamation for all uncontested positions. Section 7. Voting Cards shall be issued by the Committee on Membership, at the time of registration, to all voting members of the Association who have signed the Record of Attendance. These cards shall be required for distribution of ballots; when voting on the Constitution or By-Laws, or on Standing Resolutions or Standing Recommendations; when a voice vote is so close that a formal count is required; and for such other votes as the Annual Meeting may direct. Section 8. The President shall appoint Tellers who shall distribute and count any ballots required, and make any required count of votes made by Voting Cards. At least two Tellers shall be in attendance during the counting of any ballot. Section 9. Parliamentary procedure, as required by Article XI of these By-Laws, shall govern the proceedings of the Annual Meeting. In the event of procedural problems, the President may at his/her discretion appoint a Parliamentary Advisor.
Article IV. Executive Board Section 1. The Executive Board shall consist of the Officers of the Association, the Chairpersons of its four Standing Committees, and the Chairperson of the Nominating Committee. The Executive Board may at its discretion invite a member of a component body of the General Convention or of one of its associated bodies to attend its meetings or to participate in its work without vote, when it feels that mutual interests might best be served in this way. Such invitations shall not carry any commitment to funding unless so directed by vote of the Annual Meeting. Section 2. Meetings 2.1 The Executive Board shall meet immediately before and after each Annual Meeting and at such other times as the President may designate. Funding for travel and other expenses to attend special meetings shall not be provided by the Association unless so directed by vote of the Annual Meeting.
2.2 Minutes shall be taken at all Board meetings as provided in Article I, Section 3 of these By-Laws. In the absence of both the President and the Secretary, and provided that the President has not done so, the Board members present shall select one of its members to chair the meeting and another to take Minutes. Minutes shall be taken according to the format required in Article I, Section 3 of these By-Laws, and shall be transmitted to the elected Secretary or to the President promptly following the meeting of the Board.
2.3 At its pre-Annual Meeting session the Executive Board shall prepare its Report to the Annual Meeting, which shall summarize its work during the year, and shall include such recommendations to the Annual Meeting as the Board desires to make. This Report shall take the place of a detailed reading of the Minutes of the Board.
2.4 In the event that there is no pre-Annual Meeting session of the Executive Board, and that no Report has been prepared by the Board, the senior officer or Board member present at the Annual Meeting shall make a written report, contained such information as he/she may think proper, and the post-Annual Meeting session of the Board shall take steps to provide a formal report for inclusion in the Journal of the Association.
2.5 In the absence of both the President and the Secretary from the post-Annual Meeting session, the Board shall take steps to insure that the deadline for inclusion of Association material in the Convention Journal or approved alternative publisher is met.
2.6 In the event that there is no post-Annual Meeting session of the Board, the President shall insure that the work of the Association is carried on in accordance with the wishes of the Annual Meeting, and that the signed originals of all Minutes and Reports are transferred directly to the incoming Secretary and not given out for any reason, including printing in the Convention Journal, for which purposes copies shall be made.
2.7 At its post-Annual Meeting session, the Executive Board shall take any necessary steps to insure that all individuals elected at the Annual Meeting, who are not present at that meeting, are notified promptly of their election. Section 3. The Executive Board shall transact all business of the Association in the interim between Annual Meetings, and shall fill all vacancies in elective offices and chairs until the next Annual Meeting. The Board shall appoint such representatives of the Association as may be required to serve on any component or associated bodies of the General Convention, in each such case to serve until the next Annual Meeting of the Association, with the understanding that neither the Association nor its representative shall be obligated to supply funds for travel, meals, or accommodation in connection with attendance at meetings called by the body to which the representative is appointed. Each representative of the Association so appointed shall keep the Board informed of any matters of concern to the Association arising from his/her participation in the work of the body to which he/she has been appointed, and shall submit a written report to the pre-Annual Meeting session of the Board. Section 4. Budget 4.1 Immediately following the Annual Meeting the Executive Board shall prepare a Budget for the coming year, which shall include items for the routine expenses of each office and committee, for each specific item approved by the Annual Meeting, and for other uses for which the Executive Board may foresee a need. It shall take any steps necessary to provide a smooth transition from old to new officers and chairpersons.
4.2 The Executive Board may at its discretion, and within the limits of available funds, revise the Budget during the year to accommodate increased or decreased costs or special needs. Section 5. Manuscripts 5.1 The Executive Board shall review all manuscripts for books and booklets submitted for publication by any of the Association’s committees, or by individuals, with particular attention to doctrinal content, literary merit, and relevance to the work of the Association.
5.2 It shall also review the desirability of reprinting or revising publications on advice that current stocks are low, as well as the desirability of continuing the publication of periodicals and/or initiating new periodicals.
5.3 It shall prepare recommendations regarding publication for presentation to the Annual Meeting, including priority ratings if relative cost may be a factor.
5.4 Following approval by the Annual Meeting of funding for publication, the Executive Board shall work with the applicant, whether committee or individual, and with the Publications Committee, until a format that is satisfactory as to both quality and cost has been agreed upon and a printer has been selected.
5.5 It shall appoint a competent proofreader for each approved submission to act as the Board’s agent for receiving galley or page proof, and shall notify the Publications Committee of this appointment, giving the name and address to which proof is to be sent. The Board may intervene at any stage if it appears that problems have arisen which requires the attention of the Board.
5.6 In the case of authorized periodicals, the Board shall exercise such control over content and cost as it deems necessary and appropriate to insure the quality of the periodicals issued by the Association.
5.7 The Board may require, at its discretion, that forms other than printed matter, such as computer disks, audio and video tapes, be submitted for review prior to release, and shall exercise such control as it deems necessary.
Article V. Expenditures and Expense Claims
Section 1 1.1 Expenses of the routine work of the Association, its officers and committees shall be paid by the Treasurer up to the limit set by the Budget approved by the Executive Board as provided in Article IV, Section 4 of these By-Laws. All Expense Claims shall be confirmed in writing upon a Claim Form approved by the Executive Board, and all Claims shall be supported by appropriate receipts, or by a detailed written explanation of the expenditures covered in the Claim.
1.2 Requests for a cash advance shall be supported by a cost estimate. Following the expenditure for which the advance was requested, a Claim Form shall be submitted to the Treasurer documenting the actual expenditure and either indicating the additional amount due, if any, or enclosing the amount in advance in excess of actual expenses, if any.
1.3 Amounts requested in excess of the Budget limit for the item or items covered by a Claim or by a request for a cash advance shall not be paid by the Treasurer without prior approval of the Executive Board. Appropriations for other purposes shall be approved by the Executive Board and voted upon at an Annual Meeting.
1.4 Upon approval by the Annual Meeting of funding for specific purposes, the Executive Board shall direct the Treasurer with regard to any specific Accounts it feels should be set up in the books of account, and shall insure that a clear distinction is made between restricted and unrestricted funds.
1.5 The Executive Bard shall provide guidelines with reference to the use of income from the sale of books and other materials, bearing in mind the costs of reprinting or otherwise reissuing such materials when stocks become low. In the case of publications for which major expenditure is anticipated, the Board shall recommend to the Annual Meeting a Standing Resolution or Recommendation to provide direction to the Treasurer.
Section 2. 2.1 A special Travel Account shall be kept by the Treasurer, to be made up from donations for that purpose and from such funds ad the Executive Board may vote to add to this fund from the General Fund or from other unrestricted Accounts, to enable the officers of the Association to attend the Annual Meeting.
2.2 The following order of priority is to be observed in allocating available travel Account funds for the travel of Association officers to attend the Annual Meeting: 1. Secretary, 2. President, or Vice President if the President is unable to attend, 3. Treasurer, 4. Vice President. Written application noting anticipated travel costs must be made to the Treasurer, and a Travel Claim Form must be submitted to the Treasurer immediately following the trip.
2.3 Funding for travel, other than by the officers to attend the Annual Meeting, shall be subject to the prior approval of the Executive Board any may not exceed the amount available in the Travel Account after the travel applications of the officers for their travel to attend the Annual Meeting have been met.
2.4 The Executive Board shall set limits to be paid for air fare, ground transport, automobile mileage rates, and per diem food and lodging expenses, in accordance with standard economy costs for such items.
Article VI. Committees Section 1. There shall be four (4) Standing Committees, whose chairpersons shall be members of the Executive Board. At least two (2) additional members of each Standing Committee shall be appointed by the President in consultation with the chairperson of the Committee. The Standing Committees shall be:
a. A Teaching Aids Committee, which shall oversee the drafting and design of such audio, visual, and other teaching aids as it deems practical and appropriate for use with lesson materials approved by the Association.
a.1 It shall, in addition to its annual report and in advance of each Annual Meeting, prepare for the Executive Board a written report on the status of any projects assigned to it by a previous Annual Meeting, together with recommendations for ongoing support of these projects and/or for new projects it desires to undertake, including cost estimates for the coming year or years.
a.2 On approval of funding by the Annual Meeting, the Committee shall work with the Executive Board and with the Publications Committee to insure adequate quality and cost control, and shall approve the final format for its printing projects prior to publication.
a.3 The annual report of the Committee shall include a list of all teaching aids currently available from the Association to insure that this list will be published in the Journal of the Association.
a.4 The chairperson of this Committee shall be a member, ex officio without vote, of the Teacher Training Committee.
a.5 The chairperson of the Publications Committee shall be a member of this Committee, ex officio without vote, to provide the necessary information on publication costs and procedures, and to facilitate the publication of approved materials.
b. A Teacher Training Committee, which shall encourage the training of Sunday school teachers by organizing regional workshops and workshops during General Convention sessions and at summer camps when satisfactory arrangements can be made, and by serving as a resource for Sunday school superintendents and teachers in matters relating to both lesson preparation and program design.
b.1 It shall prepare and update lists of books and other materials suitable for inclusion in church and Sunday school libraries, including Bible atlases and sets of maps, Bible dictionaries and other reference works, and such books on child and adult education as it deems might be useful, giving he name of the publisher and approximate cost for each item on the list, together with a brief indication of its value as a teaching tool.
b.2 It shall, in addition to its annual report and in advance of each Annual Meeting, prepare for the Executive Board a detailed written estimate of the expenses it anticipates for the coming year.
b.3 It shall include in its annual report a statement of workshops it has promoted during the year just ending, and a list of reference books it has added to its list, to insure their inclusion in the Journal of the Association.
b.4 The chairpersons of this Committee shall be a member, ex officio without vote, of the Publications Committee.
b.5 The chairperson of the Teaching Aids Committee shall be a member of this committee, ex officio without vote, to insure that up-to-date information on teaching aids is obtained, and to promote cooperation with Teaching Aids personnel in developing and staffing workshops.
c. A Publications Committee, which shall attend to the business end of the printing, storage, and distribution of books and other matter, including audiovisual aids, approved by the Association.
c.1 It shall provide the Teaching Aids Committee with cost estimates and other pertinent data as requested.
c.2 It shall submit galley or page proofs to the agent of the Executive Board appointed for this purpose for all new or revised matter authorized for publication, and shall work with the Board through its agent to solve any publishing problems that may arise.
c.3 The Committee shall maintain a current inventory of all Association publications, including location of stock. It shall notify the Executive Board, in writing and in advance of each Annual Meeting, of any publication for which funds for reprinting may be required during the coming year, or for which fund-raising should be of present concern, together with cost estimates and any suggestions it may have for revision of either content or format.
c.4 It shall recommend to the Executive Board one or more suitable distribution outlets for the publications of the Association. On approval of an outlet by the Executive Board, it shall negotiate an agreement with respect to commissions and list prices within the guidelines set by the Executive Board. In negotiating agreements it shall encourage distributors to make monthly remittances to the Treasurer of the Association with any receipts from sales due to the Association, with a breakdown by title, and shall in particular call the attention of each distributor to the April 30 closing date of the Association’s fiscal year, with the request that all funds due to the Association that are on hand as of March 31 be remitted in time for inclusion in the Annual Report of the Treasurer, with a breakdown by title.
c.5 The chairperson of this Committee shall be a member, ex officio without vote, of the Teaching Aids Committee.
c.6 The chairperson of the Teacher Training Committee shall be a member, ex officio without vote, of this Committee, to facilitate the use of the Association’s publications at workshops and their use by Sunday schools in local training programs.
c.7 The chairperson of the Outreach Committee shall be a member, ex officio without vote, of this Committee, to facilitate the use of the Association’s publications in outreach work among the isolated and in general advertising ventures.
d. An Outreach Committee, which shall serve as the advertising and promotional arm of the Association. It shall assist local Sunday schools in providing services to their isolated families, shall promote the establishment and maintenance of cradle rolls, and shall encourage programs of parent/Sunday school cooperation.
d.1 It shall advertise the publications and work of the Association both within the General Convention and through such media as it deems appropriate, within established guidelines worked out with the Executive Board or set by the Annual Meeting, with particular attention to a mailing to each General Convention Sunday school during the year at such intervals as the Executive Bard may direct.
d.2 It shall extend its services to Convention families and individuals without a church home, and to foreign church groups associated with the General Convention when it feels able to do so.
d.3 It shall advise both the Executive Board and Association Committees of any practices and policies it feels will advance the work of the Association, as well as of those it feels would be counterproductive.
d.4 It shall, in addition to its annual report and in advance of each Annual Meeting, prepare for the Executive Board a written evaluation of its work during the year just ending, and an estimate of expenses for any plans it may have for the coming year.
d.5 It shall work with the Executive Board to establish its financial guidelines, which shall be subject to annual review.
d.6 Its chairperson shall be a member, ex officio without vote, of the Publications Committee to facilitate the advertising and promotion of the Association’s publications. Section 2. 2.1 There shall be a Nominating Committee whose chairperson shall be a member of the Executive Board. It shall consist of three (3) members, one (1) member to be elected annually for a term of three (3) years, the retiring member to be ineligible for immediate re-election. Each year the member whose term is next to expire shall act as chairperson of the Committee.
2.2 The duty of the Committee shall be to present to the Annual Meeting a list of nominees for the Offices as specified in Article IV, Section 1 of the Constitution, for the chairpersons of the Standing Committees as specified in Section 1 of this Article, and for one (1) member of the Nominating Committee for a three-year term as specified above in this Section.
2.3 Any person approached for nomination shall be advised of the duties, as described in these By-Laws, of the position for which he/she is being asked to stand, and his/her consent shall be obtained before his/her name is added to the slate of nominees.
2.4 The chairperson of this Committee shall announce its slate of nominees in the May issue of The Messenger, or by direct mailing, not later than May 31st, to all members of this Association as defined in Article III of the Constitution.
2.5 In the event that the slate of nominees is not complete in time for inclusion in the May issue of The Messenger or in time to meet the May 31st mailing deadline, the chairperson of this Committee shall submit the incomplete slate, and may, at his/her discretion, advertise for volunteers for the unfilled positions, referring applicants to these By-Laws and requesting that the applications include a statement of their Sunday school experience in addition to any other qualifications they may wish to present.
Section 3. Special Committees shall be appointed by the President unless otherwise directed by the Association or its Executive Board, or otherwise provided for in these By-Laws.
Section 4. 4.1 The incoming President and Secretary shall constitute a Committee to plan the program of the next Annual Meeting, which may include workshops or special presentations prior to and/or following the business session.
4.2 This Committee shall also make all necessary arrangements for space and facilities for the program and business meeting as well as for exhibits approved by the Executive Board.
4.3 The Committee shall also insure that an adequate supply of forms for application for individual membership as provided in Article II, Section 7 of the By-Laws is provided to the Committee on Membership at the time that the book containing the Record of Attendance is given into its charge.
Section 5. 5.1 The incoming President and Secretary shall constitute a Committee to publish the Journal of the Association, which shall include the Minutes of the Annual Meeting just concluded, and the Report of the Executive Board to the Annual Meeting. The Journal shall also include the annual Statistical Report, the reports of the Officer, the reports of the Standing Committees, and the reports of such Special Committees as may be deemed of value.
5.2 The Journal shall also include the Constitution and/or By-Laws whenever revisions have been made, together with current lists of Standing Resolutions and Standing Recommendations if any. If this material cannot be accommodated in the Convention Journal, a notice shall be included in their place, advertising their availability and giving the address through which copies may be obtained, this notice to be included in any year in which the Constitution and By-Laws are not printed in the Convention Journal.
5.3 Immediately following the Annual Meeting, the Committee shall confirm the deadline for submission of the Journal of the Association for publication in the Convention Journal, and take all steps necessary to meet that deadline. In the event that the Committee is unable for any reason to fulfill its task, the Executive Board shall take whatever action it deems appropriate.
Article VII. Solicitation of Funds In the absence of directives voted by the Annual Meeting, or supplementary to such directives, the Executive Board shall have the authority to establish Association policy for its fund-raising activities, and shall work with the Outreach Committee to implement any authorized solicitation of funds.
Article VIII. Fiscal Year 8.1 The fiscal year of this Association shall be from May 1 through April 30 for purposes of closing and auditing the books of account.
8.2 The Treasurer shall prepare an update for the pre-Annual Meeting session of the Executive Board, giving the balances in each account as of that date and the total amount of unrestricted funds available. This information shall remain unofficial, and shall not be attached to the audited report for the fiscal year.
Article IX. Review of Books of Account 9.1 An Examiner shall be appointed annually by the Executive Board, who shall insure that this appointment is made not later than the end of the fiscal year, and shall confirm the appointment in writing to the approved Examiner and to the Treasurer.
9.2 The President shall insure that this appointment is made not later than the end of the fiscal year, and shall confirm the appointment in writing to the approved Examiner and to the Treasurer.
Article X. Quorum Twenty (20) members shall constitute a quorum for the transaction of business at the Annual Meeting. Three (3) members shall constitute a quorum at meetings of the Executive Board.
Article XI. Parliamentary Authority The rules contained in Robert’s Rules of Order (Revised) shall govern the Association in all cases where they are applicable and where they are not inconsistent with the Constitution and By-Laws of this Association.
Article XII. Amendments These By-Laws may be amended by a two-thirds vote of the members present and voting at any Annual Meeting, provided that the proposed amendment(s) shall have been considered by the Executive Board.
LIST OF STANDING RESOLUTIONS Adopted by Annual Meetings of the American New Church Sunday School Association
SR #1, 1994. That no moneys may be borrowed by the Association from any source unless the Executive Board has been authorized to do so by vote of the Annual Meeting.
[Adopted July 9, 1994, Minute 20]
SR#2, 1994. That the periodical Five Smooth Stones be funded in full for five issues per year.
[Adopted July 9, 1994, Minute 20}]
SR #3, 1994. That the Executive Board be authorized to approve funding for publication of material, on approval by the Board of manuscripts submitted to it, provided that the amount approved shall not exceed moneys on hand in unrestricted accounts or in accounts restricted for funding publications.
[Adopted July 9, 1994, Minute 20]
SR #4, 1994. That the Executive Board be authorized to apply at its discretion to the General Convention and/or its component or affiliated bodies for grants toward the publication of materials approved by the Board.
[Adopted July 9, 1994, Minute 20]
SR #5, 1994. That the Executive Board be authorized to apply at its discretion to the General Convention and/or its component or affiliated bodies for grants to support the outreach program of the Association
[Adopted July 9, 1994, Minute 20]
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